Scan to PC Desktop Professional 10 Customer Orientation ... - Nuance

Scan to PC Desktop Professional 10Customer Orientation GuidePersonalize your Xerox networkscanning and your PDF workflowXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 1

End User Training Webinar Agenda• Introducing Scan to PC Desktop Professional• Software Features• Chapter 1 - Getting Started• Chapter 2 - Working with the PaperPort Desktop• Chapter 3 - Working with PDF Files• Additional Training and Support ResourcesXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 3

Topic ListNotes: The “Advanced Topics” and “Personalizing the MFP Scan Settings” chapters will not becovered in Nuance’s web-based Scan to PC Desktop End User Training Sessions unlessspecifically requested two days in advance of the scheduled training.All topics in Chapters 1 - 3 are also included in the Customer Orientation Guide Training CD.Additionally topics Chapters 4 - 5 that have a * are also included in the Customer Orientation GuideTraining CD.† Topics that are new or enhanced in Scan to PC Desktop Professional 10* Topics in Chapters 4 - 5 that are also included in the Customer Orientation Guide Training CDChapter 1 – Getting StartedIntroducing Scan to PC Desktop Professional 10...............................................................................6Business Document File Types……………………………………………………………………………10Scanning Documents from the Xerox MFP……………………………………………………………....11Chapter 2 - Working with the PaperPort DesktopThe PaperPort Desktop…………………………………………………………………………………….12Adding Additional Folders to Folder View………………………………………………………………...13Moving a Document into a Different Folder…………………………………….…………………………13PaperPort SendTo Bar – Information and Email Links…………………………….…………………….14Chapter 3 – Working with PDF FilesCombine Different File Types into One PDF File……………………………………...…………………14Combine Different File Types into a PDF Package †……………………………………………………15PDF Creation from Any Application……………………………………………………………...………..16Rearrange and Add Pages to a PDF File………………………………………………………………....17Stacking and Unstacking PDF Files……………………………………………………………………….17PDF Image Cleanup with PaperPort SET Tools……………………………..…………………………..18Annotate PDF Files…………………………………………………………………..……………………..19Edit Normal PDF Files in PDF Converter Professional…………………………………………………..21Edit Any PDF File Using OCR…………………………………………………………………………..…21Securing PDF Files…………….……………………………………………………………………………23Digital Archiving with Text Searchable PDF Files………………….……………………………………24Working with Forms…………………………………………………………………………………………25Additional Training and Support Resources…..………………..…………………..……………….……26Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 4

Chapter 4 - Advanced Training Topics- Advanced OCR Topics…..……………………..………………..……….………….………..……29- Manual Zoning for More Accurate OCR for Complex Documents…………………………22- Automatic OCR – OmniPage Batch Manager †………………………………………….…29- Creating Audio Documents from Paper and Digital Documents…….……………..………31- Advanced PDF Topics……………………………………………………..……………………….32- Redaction † * …………………………………………………………………………….……..20- Batch Conversion to PDF using the PDF Create! Assistant……………………………….32- Adding Page Numbers to PDF Files………………………………………………………….32- Adding Bookmarks to PDF Files †..………………………………………………….………33- Bates Stamping † * …………………………………..…………………………….….……..33- Adding a Submit Button to a Form * ..…………...……………………………….….……..34- Collecting Data from a Fillable Form † * ………..…………………………………………35*-Exporting Data from a Fillable PDF Form † * ….…………………………….…………….35- Comparing Documents to Find Differences † ………………………………………………36- Additional information about PDF files: Flavors of PDF Files…………………………….37- Advanced PaperPort Topics……………………………………………………………………….38- Creating a Signature Stamp…………………………………………………………………..38- Folder Notes .…..………………………………………………………..…………………….40- Changing Folder Colors in Folder View ……………..…….…………...……..……………40- All-in-One Search………………………..…..…………………………………..………….…41Chapter 5 – Personalizing the MFP Scan Settings- Image Retriever Settings .…………………………………………………………………………43- Personalizing an EIP-enabled Xerox MFP † * ..………….…………..…………….…………..44- Creating OmniPage Workflows……………………………………………………………………46- Creating PaperPort Scanning Profiles……………………………………………………………48Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 5

Introducing Scan to PC DesktopProfessional 10Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 6

Introducing Scan to PC Desktop Professional 10• A complete network to desktop office scanning solution• Automatic device to desktop scanned image file delivery• Secure PDF workflow from start to finish of all scanning applications• Professional OCR for digital archiving, document and forms conversionThe PaperPort, OmniPage, PDF Converter Professional, and Image Retriever software isinstalled onto each user’s desktop PC. The PSP Server software is installed on a server.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 7

Quickly turn paper into organized digital documentsProvide a better way to organize documents on your desktopEasily create secure PDFs from Windows applicationsSimply assemble scanned and digital documentsEnsure you never misplace a document or PDF file againInstantly convert paper into useable Microsoft Office documentsTurn PDF files into editable documents while retaining their layoutCreate unlimited searchable PDF files for digital archivesPaper to digital forms conversion with Logical Forms RecognitionAutomatically process scanned images from Xerox MFPCreate industry-standard PDFs instantly from any applicationProtect PDF documents with password and permission controlsPaper to digital forms conversion to fill out and edit PDF formsDirectly edit within PDF files including text, comments and markupsPrecise Conversion of PDF into Word, Excel and WordPerfectAutomated delivery of scanned images direct to the end userdesktop with Image Retriever ProfessionalMonitoring & Automated Delivery from Network Folders or E MailInboxUsing Xerox EIP technology, create your own personalizedscanning user interface that appears at the Xerox deviceAutomatically route scanned images to a specific folder on yourdesktop PCAccess OCR workflows from the Xerox device allowing you toscan directly to Word, Excel, other text file formats, and WAVaudio filesAccess scanning profiles allowing instant image clean-up andimage setting adjustments at the time of scanXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 8

Software FeaturesXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 9

Business Document FileTypesToday, most offices have 75% - 90% of their information stored in one of these three documentformats: Paper, PDF, and Microsoft Office. This training session will help you learn how to moveinformation between these three document formats.Business users have three needs for PDF: Create, Edit, and Secure PDF files. This trainingsession will show you how to meet all of these needs, without having to purchase the full AdobeAcrobat software.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 10

Scanning Documents to your Desktop PCScanning at the Xerox MFPYour Xerox Analyst has already trained you on how to scan a document using the steps listedbelow.The Image Retriever tool included with Scan to PC Desktop completely automates the scanningprocess so that each new scanned image is there waiting for you on your PaperPort desktop bythe time you physically return to your office from scanning at the MFP.To scan a document back to your PC:1. Load the paper into the document feeder on the Xerox MFP.2. Select “Network Scanning” from the control screen.3. Select your template from the listORUse the scan-to-email feature to email the scanned images to yourself as an emailattachment.4. Press the green Start button. Walk back to your PC and Image Retriever will deliver thescanned image back to your PC and save it onto the PaperPort Desktop. The PaperPortDesktop will be open and your scanned image will be on the PaperPort Desktop with a red boxaround it.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 11

PaperPort DesktopWorking with Scanned and DigitalDocuments on the PaperPort DesktopAfter scanning a document from the Xerox device, when you return to your PC, PaperPort will be open,and you will see your scanned image on the PaperPort Desktop with a red box around it.Scanned ImagePaperPort DesktopPaperPort Folder ViewPaperPort automatically displays your My Documents folder and all of that folders sub-folders inPaperPort’s Folder View. This is the same My Documents folder structure that you see through WindowsExplorer.When you click on a folder in PaperPort’s Folder View, the documents and images in this folder aredisplayed on the PaperPort Desktop as Thumbnails. These Thumbnails show you a view of what thedocument actually looks like, making it very easy for you to visually manage all of the documents on yourPC, including Microsoft Office, PDF, and images. Icons showing you the file type are visible in the lowerright corner of the Thumbnail.Windows ExplorerFolder ViewThumbnailsXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 12

Adding Additional Folders to Folder ViewBy default, the My Documents folder is added to the PaperPort’s Folder View. To add additionalfolders to Folder View:1. Click on the “Folder Manager” button.2. Click on “Add”.3. Browse to the folder that you want to add (local or network) and click on “OK”.4. Click on “Close” to close the Folder Manager window.5. Your newly added folder will appear at the bottom of Folder View.1253Moving Documents into Work ProcessesMoving a Document into a Different FolderTo move a document into a differentfolder, simply drag and drop it fromthe PaperPort Desktop into a differentfolder.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 13

PaperPort SendTo Bar – Information and Email LinksThe PaperPort SendTo Bar allows you to quickly and easily move documents from the PaperPortDesktop into other applications on your PC.When PaperPort is installed, it automatically detects which programs that you have on your PC andautomatically adds text and imaging programs to the SendTo Bar. For example if you have CorelWord Perfect installed on your PC rather than Microsoft Word, the PaperPort will create a link toWord Perfect, but will not create a link to Word.The PaperPort SendTo Bar allows you to quickly and easily email documents from the PaperPortDesktop using several popular email programs, such as Microsoft Outlook and Lotus Notes byfollowing these steps:1. Drag a document from the PaperPortDesktop down to the email link.2. A new email message will appear with thedocument already attached.3. Simply type in the email address and clickon “Send”.4. You have now sent the document as anemail attachment.21Creating PDF FilesThere are many ways to create PDF files using Scan to PC Desktop Professional 10 with a Xerox MFP.Instructions for some of these ways are below:• Create a PDF File by Scanning from a Xerox MFPPlease refer to the section of this guide titled “Scanning from the Xerox MFP”for how to scan a PDF file to your desktop.for instructions• Combine Different File Types into one PDF File1. On the PaperPort Desktop, holddown the Ctrl key and click on thedocuments that you want tocombine together. These could bedocuments of different file types.For example, you could select aMS Word and MS Excel file.2. Right click and select “CombineItems into PDF”.3. PaperPort will make a PDF filecopy of each file and willautomatically stack the PDF filecopies together into a PDF file onthe PaperPort Desktop.2Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 14

• Combine Different File types into a PDF PackageA PDF Package allows you to use PDF files like folders, allowing you togroup multiple documents and document types into a single PDFPackage file. Unlike combining files, each document in the PDFPackage retains its own document and security settings.Packages help you group related files, making it easier to sendthem by e-mail.1. Go to Start > All Programs > Nuance PDF Professional 5 > PDFConverter Professional to open the PDF Converter Professionalapplication.2. Go to File > New Package.3. In the “Create PDF” window, click on the “Add” button.4. Browse to the location of a file that you want to add to the PDFPackage and click on “Open”. Repeat this step until all of thedesired documents have been added to the “Create PDF”window.5. Click on the “Options” button to choose if you want a defaultNuance cover page for the PDF Package or if you want the firstdocument in the PDF Package to be the cover page.6. Click on the Start button at the bottom of the window.7. In the “Save As” window, browse to the location where you wouldlike to save your PDF Package and click on “Save” and wait forthe conversion status to complete to finish the process of creatingyour PDF Package. Using this process, all non-PDF files willhave PDF file copies of the files added to the PDF Package. Thisfile can now be saved or emailed to someone else and they canview it using the free Adobe Reader or PDF ConverterProfessional.8. To have non-PDF files retain their original file type (such as Wordor Excel):a. Open PDF Converter Professional.b. Go to File > Open and browse to the location of a saved PDFPackage and click on “Open”.c. Drag and drop the non-PDF files from Windows Explorer or thePaperPort Desktop into PDF Converter Professional and theywill be added to the PDF Package in their original file type.d. Go to File > Save. The non-PDF files have now become part ofthe PDF Package but they have retained their original filetypes. For example, Word documents will still be viewed asWord documents when this PDF Package is emailed tosomeone else.368cXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 15

• PDF Creation from any ApplicationPDF Converter Professional 5 includes the ScanSoft PDF Create! print driver that enables you to printa PDF file from any application.1. From within the desired application, go to File > Print and then select “ScanSoft PDF Create!” as yourprinter.2. Select OK and you will be prompted to select where you want your PDF files saved.3. You can also click on the “Properties” button and click on the “PDF Settings” tab to access moreadvanced features, such as version, compression level, and security.4. By clicking on the “Advanced” button next to the “Security” drop-down menu, you can select yourdesired security options so that you can automatically print a secure PDF file. More information aboutPDF Security is on Page 23.1234Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 16

Editing PDF Files• Rearrange and Add Pages to a PDF FileOn the PaperPort Desktop, the Page Thumbnails pane displays the page thumbnails of a selected PDFfile in Desktop View. Within Thumbnail View you can rearrange pages within a PDF files and add pagesinto the PDF.1. On the PaperPort Desktop, click onceon the PDF file to select it.2. Go to View > Page Thumbnails. Theleft pane will change to the ThumbnailView and each page of the PDF file willbe displayed.3. Within Thumbnail View, use your mouseto drag and drop the pages to rearrangethe pages in the PDF file.4. Also, you can drag documents in anyformat from the PaperPort Desktop intoThumbnail View. A PDF file copy of thatdocument will be created and the newlycreated PDF file will be automaticallyinserted into the location in the PDF filethat you selected.234• Stacking and Unstacking PDF filesYou can combine, or stack, individual PDFs into multipage PDFs. PDF file thumbnails can be copied,stacked, and unstacked just as you would with physical paper documents.To stack, or combine, two PDF files one on top of the other to create a new document, you can either:• Select one PDF and then drag that image with the mouse on top of the other PDF file.• Select both images you want to combine by holding down the Ctrl key and using the mouse to click oneach of the PDF files that you want to combine together. Then click on the “Stack” button on theCommand Bar.In both cases, the result will be a combined new PDF file with multiple pages.To unstack pages in the PDF file, right click on the PDF file and select Unstack > All Pages or Current Page.BAXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 17

• PDF Image Cleanup with PaperPort SET ToolsPaperPort includes SET (Scanner Enhancement Technology) Tools which allow you to do some basicimage cleanup of your scanned images and PDF files. PaperPort Professional 11 provides the ability foryou to use the SET Tools on any PDF file. If you have a PDF where SET tools are not available,PaperPort will ask you if you want to automatically convert to a PDF that can be edited with the SETTools. Some SET Tools are only available for Color documents and other SET tools are only available forBlack and White documents.To access the SET Tools to cleanup a PDF file:1. From the PaperPort Desktop, go to Tools >Options and click on the “Desktop” tab.2. In the “Double-Click on Item” section, select“Open image items in Page View”.3. Click on “OK”. You will only have to followsteps 1 – 3 once.4. On the PaperPort Desktop, right click on thePDF file and select “View” to open the PDFfile in PaperPort’s Page View.5. Use the SET Tools on the right toolbar to cleanup your image.26. After using the SET Tools, you can return to Tools > Options > Desktop tab and change the “Double-Click onItem” section back to “Open PDF items in PDF Converter Professional”.Select Area – select an area of an item. Youcan then cut, copy, or paste that area.Rotate Right – you can repeatedly rotateitems 90 degrees.Auto Straighten – automatically makes lines oftext horizontal.Straighten – manually straighten pictures andtext pages.Auto Enhance – performs automatic imageimprovement.Enhance – offers variation of your image tochoose from and lets you change brightness,contrast, tint, etc.Sharpen – improves blurred areas or entireimages.Remove Red Eye – removes the “red eye”effect from a selected part of a photo.Crop – deletes everything outside a rectanglethat you draw on the image.Erase – deletes unwanted parts of yourimage much like a rubber eraser.Remove Stray Dots – removes stray dots or“speckles” from a page. This tool only workswith black and white images.Improve Lines – darkens lines andconnects broken lines in a table or form.This makes lines appear darker andstraighter. This tool only works with blackand white images.Erase edges – clear shadows and spots frompage edges.Set Black and White Points – lets you definethe darkest and the lightest points forenhancement.Apply current White and Black Points –once you have achieved the best white-blackcombination, click this tool to apply thesevalues to the current page.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 18

• Annotate PDF FilesPDF Converter Professional includes the ability to annotate or “mark-up” PDF files.1. On the PaperPort Desktop, right click on the PDF file and select “View” to open the PDF file in PDFConverter Professional.2. The Annotation Tools will only work with Text Searchable PDFs and PDF Normal Files. If youhave an Image Only PDF file, please follow these steps to convert it into a Text Searchable PDFfile so that you can use the annotation tools:a. From inside of PDF Converter Professional, go to File > Save As.b. From the “Save as type” drop-down menu, select “Searchable PDF Documents (*.pdf).c. Click on “Save”. If you are prompted to replace the existing file, click on “Yes” to overwrite theexisting file or click on “No” and in the “File name” field type in a different file name.3. Go to the “Comments” menu to access the Annotation tools or you can access some of thecommon annotation tools from the toolbar. After selecting your tool from the “Comments” menu:Note – Click on the place in the PDF filewhere you want to add your note. A Noteicon is placed and a Note text windowpops up for you to type in text for the note.Text Box – Click on the place in the PDFfile where you want to add text and type.You will add text with a transparentbackground.Callout – Click on the place in the PDF filewhere you want to add the Callout. Placea Callout somewhere in a clear place,point with the arrow to a certain object inyour PDF and make your comments.When done, both the callout and the textremain visible.Stamp – You will see the Stamps window appear allowing you to drag stamps from this window and placethem on your PDF file.Highlight – Use your mouse to select text to be highlighted.Cross-out – Use your mouse to select text to be crossed-out.Underline – Use your mouse to select the text to be underlined.Draw Tools – Use the Line, Rectangle, Pencil, Oval, Polygon, Polygon Line, and Cloud tools to drawattention to certain parts of your document.334. After you have finished using an Annotation tool, press the “Esc” key on your keyboard.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 19

Redacting PDF FilesRedaction is the removal of content prior to release or publication. Redaction is often referred to as the“blacking out” of confidential text in a document to be produced, and has many applications ingovernment, the court system and many regulated industries. A key concept is that Deletion is not equalto Redaction. The information you delete from a PDF with the Delete command is not actually clearedfrom the document permanently and can almost always be recovered.PDF Converter Professional integrates precise redaction into the highlight, strikethrough and underlineannotation tools found within the PDF Converter Professional application. Note that this feature is onlyavailable for PDF Normal and Text Searchable PDF files.1. On the PaperPort Desktop, right click on the PDF file that youwant to redact and select “View” to open the PDF file in PDFConverter Professional.2. The Redaction tools will only work with Text Searchable PDFsand PDF Normal Files. If you have an Image Only PDF file,please follow these steps to convert it into a Text SearchablePDF file so that you can use the redaction tools:a. From inside of PDF Converter Professional, go to File> Save As.b. From the “Save as type” drop-down menu, select“Searchable PDF Documents (*.pdf).c. Click on “Save”. If you are prompted to replace theexisting file, click on “Yes” to overwrite the existing fileor click on “No” and in the “File name” field type in adifferent file name.3. Go to Document > Redaction > Mark Redaction.4. Use your mouse to either highlight and select text or draw a boxaround an entire section of text that you want to remove.5. Go to Document > Redaction > Apply Redaction.6. Select the options of your choice from the “Apply” window andthen click on “Apply”.7. Click on “OK” to inspect additional information in this documentand then click on “Remove”. The text that you selected will bepermanently removed from the document. It is no longerviewable, searchable, or recoverable.8. Go to File > Save As and save the redacted version of your document as a different file name.You will now have your un-redacted original document and a redacted copy.You also have the option to search for a particular word and redact every instance of that word within a document.1. From inside of PDF Converter Professional, go to Document > Redaction > Search and Redact.2. In the “Search for” field, type the word that you want to redact and click on “Search and Redact”.3. In the “Search” window, check the boxes to indicate which instances of the word you want to redactand click on “Mark Selected Results for Redaction”.4. Follow steps 5 through 8 in the instructions above to apply the redaction and save your document.467Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 20

• Edit PDF Normal Files in PDF Converter ProfessionalPDF Converter Professional 5 provides the ability to edit PDF Normal files. You can edit the text andimages within these files.Note: To edit other flavors of PDF files, see the section “Edit any PDF File Using OCR” on the bottomhalf of this page for information about using OCR to convert PDF files to text file types for editing.To edit a PDF file using PDF Converter Professional:1. Go to Start > All Programs > Nuance PDFProfessional 5 > PDF Converter Professional toopen the PDF Converter Professional application.2. Go to File > Open.3. Browse to the location of the PDF file that youwant to edit and then click on “Open”. The PDFfile will be opened in PDF ConverterProfessional.4. Click on the “Touchup Text Tool” or “TouchupObject Tool” button to select it.5. Use your mouse to edit the text or image withinthe document.• Edit Any PDF File Using OCRFrom the PaperPort Desktop, you can utilize the power of the OmniPage OCR program to convertany PDF file into an editable file format, such as Word, Excel, or Word Perfect.OCR or Optical Character Recognition is the process of converting a scanned image or a PDF fileinto editable text, such as MS Word, MS Excel, or Word Perfect.To OCR a PDF file and convert it to MS Word:1. Drag the PDF file from the PaperPort Desktop down to the Word link. The Word link is automaticallyconfigured to use the OmniPage Professional OCR engine to do an automatic OCR.2. The “OCR Proofreader” appears, allowing you to proofread the document before it is converted toWord. Correct any suspect words.3. The document is automatically opened as a fully editable MS Word document.2 31Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 21

Manual Zoning for More Accurate OCR for Complex DocumentsOmniPage has additional options that allow improved recognition for complex documents.1. Drag the image or PDF file that youwant to convert down to the OmniPagelink on the PaperPort SendTo Bar.OmniPage Pro will automatically launchand load your image file into OmniPage.2. Click on the 2-Automatic button in theOmniPage Toolbox. OmniPage willautomatically zone the document andrecognize it.3. If OmniPage did not properly recognizesome parts of the document, you canadjust the zones.4. Use the tools in the Image Panel toadjust the size or change the type ofText, Graphics, Table, and Form zones.5. When you have finished modifying thezones, click on the 2-Automatic buttonto re-recognize the document.6. Select “Yes” to re-recognize thedocument.7. Click on the 3-Save to File button in theOmniPage Toolbox.8. From the “Save to File” window, selectthe “Look In” location, File Name, andFiles of type (MS Word, or one of 30+file formats). Ensure that the “ViewResult” box is also checked.9. Click on “OK” to save the document andopen it in MS Word.4237Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 22

Securing PDF FilesIn PaperPort Professional, you can adjust the security level of your PDF files. There are two types ofpasswords in the program. The open password restricts document accessibility: you can only open it bysupplying the password when prompted. The permissions password allows users to define how thedocument may be used. If it is not specified, further use of the file is possible without any restrictions.To add PDF Security from the PaperPort Desktop:1. Right click on the PDF and select “PDFSecurity”.2. From the “PDF Security” window, check theoptions to control opening, printing, orediting the PDF file.A. To require the user to enter apassword before they can view the PDFin the free Adobe Reader or anotherPDF viewing or editing application,check the option for “Ask for apassword…” and enter a password intothe field below it.B. To disable the ability to print thePDF, check the option for “Use apermissions password…” and select“None” from the “Printing allowed” dropdownmenu.C. To disable the ability to edit orchange the PDF, check the option for“Use a permissions password…” andselect “None” from the “Changesallowed” drop-down menu.D.Check or uncheck additional securityoptions, depending on your needs forthis document.3. Click on “OK” to activate your securitysettings for the PDF file.DABCXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 23

Digital Archiving with Text Searchable PDF FilesText Searchable PDF is the best file format for digital archiving. The reason is that every word inside a TextSearchable PDF is searchable. These files are searchable, but you can still view the image layer of thePDF, which looks exactly like the original scanned image.They can be searched upon using almost any document management software, including DocuShare,SharePoint, iManage, and Documentum. Also, they can be searched upon using the Search feature inWindows Explorer.Scan to PC Desktop Professional provides several ways to create PDF files. For day-forward digitalarchiving, you can create Text Searchable PDF files directly on the PaperPort Desktop.To create Text Searchable PDF files from the PaperPort Desktop:1. Right click on the PDF file and select “Save As”.2. From the “Save as type” drop-down menu, select “PDF Searchable Image” as the file type.3. Click on “Save”. PaperPort automatically engages OmniPage in the background and OmniPage does abackground OCR and makes every word inside of the PDF file searchable.4. A Text Searchable PDF file copy of the document is saved onto the PaperPort Desktop.5. You can then drag the Text Searchable PDF file down to a link to your Enterprise Content ManagementSystem, such as Xerox DocuShare and Microsoft SharePoint.6. You can also download a PaperPort ODMA or PaperPort WebDav link that will allow you to dragdocuments from the PaperPort Desktop to one of these links and then upload that document into anEnterprise Content Management system that supports one of those standards. This link is available fordownload at http://www.nuance.com/paperport/links1235Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 24

Working with FormsCreating a Fillable PDF FormPDF Converter Professional provides you with the ability to convert a blank scanned PDF form or ablank PDF form that has been downloaded from the Internet into a form that can be filled-in byanyone using the free Adobe Reader.1. From the PaperPort Desktop, right click on the PDFform and select “View”. The form will be opened inPDF Converter Professional.2. Go to Forms > Form Typer. Form Typer willautomatically detect which areas of the form areunderlines, checkboxes, and radio buttons and it willmake those sections fillable.3. To save the fillable PDF form, go to File > Save Asand specify the file name and location where youwant to save the fillable PDF form and click on“Save”. A fillable version of the form will be saved tothe location that you specified.4. Now, anyone can open this fillable PDF form usingthe free Adobe Reader and they can tab and typeand fill-in the form.5. Please note that if the person filling-in the form doesnot have a PDF printer driver, such as PDF Create!or Adobe Acrobat, installed on their PC, they will notbe able to save the data that is typed into the form.The completed form would have to be printed tohard copy. As an alternative, you can add a“Submit” button your form to allow anyone with thefree Adobe Reader to complete your form and thenemail the filled in data back to you. Informationabout how to add a “Submit” button is in the“Advanced Topics” section of this Guide.6. Because you have PDF Converter Professionalinstalled on your PC, you will be able to save thedata typed into the form by following these steps:a. From inside of Adobe Reader, go to File >Print.b. From the “Name” drop-down menu, select“ScanSoft PDF Create!” as the printerdriver.c. Click on “OK”.d. A PDF file copy of your completed form willbe created.24653Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 25

Additional Training andSupport ResourcesXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 26

Customer Orientation GuideAfter the training session, this Guide serves as a reference to remind you how to complete manycommon tasks using Scan to PC Desktop Professional.Customer Orientation Guide Training CDBased on the Customer Orientation Guide, this Training CD provides video demonstrations of allof the topics covered in the Webinar Training Session as well as some additional topics. For acomplete list of topics covered in this Training CD, please refer to the Table of Contents at thebeginning of this Customer Orientation Guide.Help FilesEach Scan to PC Desktop software program contains extensive Help files that contain detailedexplanations of all of the features and functions of each product. The Help files are accessibleby opening the software program and then selecting the Help menu at the top of the window.User GuidesEach Scan to PC Desktop software program has a user guide to provide assistance with somefeatures of each program. These guides are all available on your PC in My Documents\MyPaperPort Documents\Samples (PaperPort 11) and also on the Scan to PC Desktop Professional10 CD in the following locations:PaperPort: PP11PRO/Docs/English/Getting Started Guide.pdfOmniPage: OP16PRO/Guides/Guide ENG.pdfPDF Converter: PDFCONV5PRO/Docs/PDFC5Pro_QRG-eng.pdfImage Retriever: IR9PRO/Docs/ImageRetriever_Eng.pdfTech Support Knowledge BaseFind answers to many technical questions for all our software programs.http://knowledgebase.nuance.comTechnical SupportCustomer Support for the Scan to PC Desktop solution is provided directly by Xerox at no charge to youfor the term of your Xerox Agreement.For all technical support questions related to the Scan to PC Desktop solution, simply call the XeroxWelcome Centre at 1-800-822-2979. The automated voice will ask for a serial number. The XeroxWelcome Centre will then lead you to a live Xerox Customer Support Representative. You shouldinstruct the Xerox Customer Support Representative that you have a question regarding the Scan to PCDesktop solution and that Xerox 2nd Level support is required. Xerox 1st Level is for general service callsto repair equipment.Xerox 2nd Level and if required, Xerox 3rd Level Customer Support, will work to answer your questionsregarding the Scan to PC Desktop solution. If the question cannot be answered or the issue is notresolved, Xerox Customer Support will contact Nuance 3rd Level Support for problem resolution.You should not contact Nuance Customer Support directly to request assistance. All contact shouldremain direct through the Xerox Customer Support organization.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 27

Advanced Training TopicsPlease note that “Advanced Training Topics” and “Personalizing theMFP Scan Settings” chapters are not included in the End UserTraining Webinar unless the Nuance Trainer is notified at least twodays in advance of the scheduled training session. If you choose toinclude an Advanced Training Topic in your End User TrainingWebinar, you must choose which of the other topics in the End UserTraining Webinar are less important to your business and can beskipped in order to have enough time to cover all topics.If you have participated in an End User Training Webinar for aprevious version of Scan to PC Desktop, you may want to considersubstituting some Advanced Training Topics for some of the topics inthe End User Training Webinar that you are already familiar with.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 28

Advanced OCR TopicsAutomatic OCR – OmniPage Batch ManagerOmniPage Pro 16 includes a full batch manager for automated processingof files. One of the most common processes is detailed below.Batch Conversion to Text Searchable PDFUsing the Xerox MFP and OmniPage Professional 16, you can scan multiple documents into anetwork folder and then schedule OmniPage to convert all these scanned images to fully textsearchable PDF files automatically at a pre-determined point in time.1. Go to Start > All Programs >ScanSoft OmniPage 16 >OmniPage Batch Manager.2. The Batch Manager tool willlaunch. Go to File > Create Job.From the Job Wizard window,click on "Normal Job", name thejob, and click on "Next".3. On the Start & Stop window, fromthe “Start time” drop-downwindow, select “Start at this time”.and check the " Delete Input Files"checkbox. Click Next.4. Select "Fresh Start". Click Next.35. There are a number of optionsavailable for the input files. Inmost cases, these files will havebeen scanned to a local or anetwork folder. In that case, select"Load Files". Otherwise, choosethe appropriate input location foryour files.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 29

6. Click on the Browse button,then click Advanced. Browseto the folder where the filesare located. Click on OK.67. In the “Create NewDocument” section, check“For Each Image File”. ClickNext.8. “Recognize Images” will nowbe displayed as Step 2 on theleft side of the window. Setthe appropriate languagesand dictionaries for thedocuments to beprocessed. Click Next.79. On the left side of the window,click on the bottom section ofthe Step 3 section and select“Save” from the drop-downmenu.1010. From the File Type menu,select “PDF SearchableImage”. Form namingoptions, select “Use input filenames”.911. Click the “Specify Location”button. Browse to theappropriate folder and clickOK.1212. Click Finish.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 30

Creating Audio Documents from Paper and Digital DocumentsOmniPage features RealSpeak Text-To-Speech for converting documents into audio files.1. Select the image file you want to convertfrom the PaperPort Desktop with a singlemouse click and drag it down to theOmniPage Pro 16 icon on the PaperPortSendTo Bar. OmniPage Pro willautomatically launch and load your imagefile into the application.2. Click on the 2-Automatic button in theOmnipage Toolbox. OmniPage willautomatically zone the document andrecognize it.3. Click on the 3-Save to Files button.4. Select “Wave Audio Converter” as theoutput format under Files of Type.5. Click the Options button to specify thespeed and voice to be used for creatingthe audio file. Please note that selectinga voice using a language other than thatof the original document will not causetranslation of the file to occur. The audiocreating by mixing the text and the voicelanguages would sound like gibberish to anative speaker of the voice language.6. Select the Look In location and File Namefrom the Save As window. Ensure thatthe View Result radio button is alsochecked.7. Click on “OK” to save the document andopen it in your default WAV player.25Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 31

Advanced PDF TopicsBatch Conversion to PDF using the PDF Create! AssistantUsing the PDF Create! Assistant, you can automatically combine different file types into either a singlePDF file or automatically create a PDF file for each individual file.1. Open the PDF Create! Assistant by going to Start > All Programs >Nuance PDF Professional 5 > PDF Create! Assistant.2. Click on “Add” and browse out and select the documents that youwant to convert into PDF files and click on “Open”.3. From the drop-down menu, select to “Create a PDF for each inputdocument” or to “Combine files into one PDF document”.4. Click on the “Start PDF Creation” button (the button has a bluetriangle and a gear on it).5. You will be prompted to select where you want your PDF files saved.Browse to the location where you want your PDF files to be savedand click on “Save”.6. The “Print Info” window will provide information about the conversionprocess. Click on “Close” when the process has completed.7. Your PDF files will be saved into the location that you specified inStep 5.Adding Page Numbers to PDF FilesAutomatically add page numbers to each page in anexisting PDF file. 41. Go to Start > All Programs > Nuance PDF Converter Professional 5 >PDF Converter Professional.2. Go to File > Open and browse to the location of the PDF file to whichyou want to add page numbers.3. Go to View > Organizer Panels > Watermarks. The “Watermarkspane will appear.4. From the “Watermarks” pane, click on the “Create” button.5. In the “Create Watermark” window, type a name of the Watermark intothe “Title” field, something like Page Number.6. Delete the contents of the “Text” field.7. From the “Macros” section, in the “Page Number” section, select theformat of your choice by clicking on it once. You will see formattinginformation has now been added to the “Text” field.8. Select your preferred options for the page number from the “Font” and“Size” drop down menu.9. From the “Anchor Point” drop-down menu, select your location on thepage where you want your page number added.10. Click on “OK”. In the image on the left, you will see some samplesettings. You will only have to repeat steps 4 – 10 once.11. From the “Watermarks” pane, double click on the Page Numberwatermark that you created.12. From the “Page Range” section, select “All Pages”, from the “Subset”drop-down menu, select “All pages in range”, and click on “OK”.13. A page number will be added to the bottom of every page in the PDFfile.321245 - 1011Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 32

Adding Bookmarks to PDF Files241. Go to Start > All Programs > Nuance PDF ConverterProfessional 5 > PDF Converter Professional.2. Go to File > Open and browse to the location of the PDF filethat you want to bookmark and click on “Open”.3. Click on the “Select text” or the “Select Area” button and useyour mouse to highlight or draw a box around the area that youwant to bookmark. Note that you must use the “Select Area”option if you are working with an Image Only PDF file.4. Hold down Ctrl and the letter B. The area that you selected willnow be bookmarked.5. In the field that appears, type the name of the bookmark andthen press “Enter” on the keyboard.6. Now when you click on the icon next to the name of thebookmark in the Bookmark pane, you will automatically bebrought to the section of the document that you selected as thedestination in Step 2.Bates StampingBates Stamping is a procedure used primarily in legal, medical, and business areas to uniquely identify eachpage in a set of documents. The stamp appears as a header or footer on specified pages (typically and bydefault on all pages) and can contain additional information.1. From the PaperPort Desktop, right click on thedocument that you want to Bates Stamp and select“View”. The document will be opened in PDFConverter Professional.2. Go to Document > Bates Stamping > Add.3. Click on “Add Files”, browse to the location of thedocument that you want to Bates Stamp, and click on“Open”.4. In the “Bates Stamping” window, click on “Edit”.5. From the “Position” drop down menu, select thelocation on the page where you want the Bates Stampapplied.6. From the “Macros” drop down menu, select “BatesNumber” and click on “Insert Macro”.7. If you would like to save these settings so they can beapplied to future documents, click on the “Create”button, name the scheme, and click on “OK”.56788. From the “Bates Stamp Settings” window, click on “OK”.9. From the “Bates Stamping” window, if you want to have the numbering start at “000001”, ensure thatthe “Extend numbering from preceding job with currently selected scheme” is unchecked, and thenclick on “OK”. The document that you selected will be Bates Stamped.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 33

Adding a Submit button to a Form1. Create a Fillable PDF Form in PDF Converter Professional and open this Fillable PDF Form in PDFConverter Professional. For instructions to create a Fillable PDF Form, refer to Page 25 in this Guide.2. Go to Forms > Button Tool.3. Use your mouse to draw a button on the form.4. The "Button Properties" window will appear.5. From the "General" tab, you can select the "Outline Color", "Fill Color", and "Line Style" (Nuance suggestsselecting "Beveled" so that the button looks like it "sticks out" from the page).6. From the "Options" tab in the "Label" field, type in what you want the text on the button to show, for exampleSubmit.7. On the “Actions” tab, from the "Select Trigger" drop-down menu, select "Mouse Down".8. From the "Select Action" drop-down menu, select "Submit a form".9. Click on the "Add" button.10.In the "Enter a URL form this link" field, type in the email address of the person that should receive the filledin form data. For example, if you want to email the information back to John Smith, type in his email addressin the following format: mailto:john.smith@company.com11.Click on "OK" and then click on "Close".12.Go to File > Save As, name the file, and from the “Save as type” drop down menu select “PDF Files (*.pdf)”.13.Now anyone who has the free Adobe Reader software can fill out the form, click on the “Submit” button, andthe filled in data will be emailed to an email address as an attached .FDF file. For instructions to import thefilled in data back into the original form, please refer to the “Collecting Data from a Fillable PDF Form” onPage 35 of this Guide.7-85 691013Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 34

Collecting Data from a Fillable Form1. For instructions to create a Fillable PDF Form with a Submit button,please refer to Page 34 of this Guide.2. The person that received the email with the attached .FDF file saves the.FDF file from the email onto their local PC.3. From the PaperPort Desktop, right click on the blank fillable PDF formand select “View” to open it in PDF Converter Professional.4. Go to Forms > Import Data to Form.5. Browse to the location of where you saved the .FDF file onto your localPC and click on “Open”.6. The filled in data will appear inside of the form.7. Go to File > Save As.8. Rename the document and save it as a .PDF file.9. You will now have a PDF file that contains the filled in data.10. Repeat steps 4 – 9 for each .FDF file that is received.11. For information about how to export this data to a .CSV file, please seethe instructions below.94Exporting Data from a Fillable PDF Form1. Go to Start > All Programs > ScanSoft OmniPage 16 > OmniPageProfessional 16.2. Go to Tools > Workflow Assistant.3. Click on “Fresh Start” and in the “Workflow name” field, type in a name foryour workflow, such as Collect Form Data, and click on “Next”.4. In the “Load Files” panel:• If all of your PDF files containing the filled in data are in a folder withno other documents, check the box for “Select files for loading eachtime this workflow is started” and click on the “Browse” button. Browsethe location of where the PDF files are saved and click on “OK”.• Otherwise, uncheck the option for “Select files for loading each timethis workflow is started” and click on the “Browse” button. Browse tothe location of your PDF files containing filled in data and click on“OK”. Repeat this step for each of your PDF files containing filled indata.5. Click on “Next”.6. Choose “Extract Form Data” as the second step instead of “RecognizeImages” To do this, click the strip at the bottom of the Recognize Imagesworkflow step and choose “Extract Form Data” from the list of the currentlyavailable steps.7. In the “Form template file” section, click on “Browse”.8. Browse to the location of the original blank fillable PDF form and click on“OK”.9. Click on “Next”.647Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 35

10. In the “Save” panel, from the “File options” drop-down menu, select“Create one file for all pages”.11. Specify where you want the .CSV file saved:• If you want to be prompted to select the saving location, checkthe box for “Prompt for file saving name and location.11• Otherwise, click on “Specify Name and Location”, browse to thelocation of where you want the .CSV file automatically saved,type a name for the .CSV file into the “File name” field, and clickon “OK”.12. Check the “View Result” option.12151313. Click on “Finish”.1414. Inside of OmniPage, ensure that the name of your workflow is listed inthe Start button drop down menu.15. Click on the Start button to run this workflow.16. The extracted data will be saved into a .CSV file in the location thatyou specified.17. You can now open this .CSV file in MS Excel or import it into adatabase.17Comparing Documents to Find DifferencesYou can compare two similar PDF documents (for example two versions or revisions of a document) todetermine differences between them or to verify if approved changes have actually been made. Thecomparison result is displayed in a temporary file that you can save if required.1. Go to Start > All Programs > Nuance PDF Converter Professional 5 > PDF Converter Professional.2. Go to Document > Compare Documents.3. From the “Compare Documents” window, click on the “Browse” button next to the Older Documentsection and browse to the location of the older document and click on “Open”.4. Click on the “Browse” button next to the “Newer Document” section.5. Click on “OK”.6. A summary page will be displayed that contains the names of the older and newer document, andeither a message saying that both documents are identical, or the summarized comparison results.7. Click on the button to advance to the next page to see the pages of the two documents compared.3 - 467Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 36

Additional information about PDF files: Flavors of PDF FilesThere are three main types or “flavors” of PDF files that can be created using Scan to PC DesktopProfessional 10 with a Xerox MFP:• Image Only PDFThe PDF file looks exactly like the original paper document. ThePDF file is only viewable and is not searchable. These PDF filescan be cleaned up and annotated in PaperPort or PDF ConverterProfessional(additional information is available on Pages 18 -19).ImageOnlyIt can be created by scanning as a PDF from a Xerox MFP.• Text Searchable PDF (PDF with image on text)This is a multi-layered document. The “top” layer is an image layerand the “bottom” layer is a layer of text. The layer of text is whatmakes this PDF searchable. When this file is viewed in the freeAdobe Reader, you are looking at the image layer, so the PDF looksexactly like the original paper document.PDFs that are scanned from a Xerox device are Image Only PDFs andare not yet searchable. A Text Searchable PDF can be created on thePaperPort Desktop by right clicking on an Image Only PDF andselecting Save As > PDF Searchable Image. Another option is toOCR (Optical Character Recognition) a document using OmniPageand select “PDF with image on text” as the file type.Text Searchable PDF is the best file format for digital archivingbecause every word inside the document is searchable. They can besearched upon using almost any document management software,including DocuShare, SharePoint, iManage, and Documentum. Also,they can be searched upon using the Search feature in WindowsExplorer.Image LayerImageOnlyOCRusingOmniPageText LayerTextSearchable• PDF NormalMost often, it is created from a PDF that originated as a textdocument. This file is viewable and searchable. It can be editedin PDF Converter Professional and Adobe Acrobat.It can be created by printing from a text document (Word, Excel,Word Perfect, etc.) using the ScanSoft PDF Create printerdriver.ScanSoftPDFCreateNormalXerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 37

Advanced PaperPort TopicsCreating a Signature StampCreating a Signature Stamp is any easy way to quickly stamp a copy of your signature onto a document.This is a great tool for cover letters or for other documents that do not need to have a legally bindingsignature.Please note that creating a Signature Stamp is not the same thing as adding a Digital Signature to a PDFfile. For more information about Digital Signatures, use the Help menu in PDF Converter Professional.To Create Your Signature:NOTE: You only need to complete thesesteps once.1. Write your signature onto a blank whitepiece of paper.2. Scan in the page with your signaturethrough your Xerox device.3. When you return to your PC in youroffice, you will see that PaperPort hasopened and your scanned page withyour signature is available on thePaperPort Desktop as a PDF file.4. On the PaperPort Desktop, right click onthe PDF file and select “View” to open itin PaperPort’s Page View.5. In “Page View”, click once on the “SelectArea” tool to select it.6. Using your mouse, draw a box aroundthe area of the page that contains yoursignature.7. Click on the “Crop” button. Everythingfrom the page will be deleted except foryour signature.8. Go to File > Save As.9. From the “Save as type” drop-downmenu, select “Windows Bitmap(*.bmp)”.10. In the “File name” field, type signatureand then click on “Save”. Go to File >Exit.11. You will now see a copy of your signaturesaved onto the PaperPort Desktop as aBitmap file.116735Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 38

To Stamp Your Signature onto a PDF or Image file:1. From the PaperPort Desktop, go to Tools > Options and click on the “Desktop” tab.2. In the “Double-Click on Item” section, select “Open image items in Page View”.3. Click on “OK”. You will only have to follow steps 1 – 3 once.4. On the PaperPort Desktop, right click on the PDF or Image file and select “View” toopen it in PaperPort’s Page View.5. In “Page View” click once on the “Stamp” tool to select it.6. Using your mouse, click on the document in the location where you would like tostamp your Signature.7. From the “Open” window, browse to the location of where you saved yoursignature.BMP file.8. Click once on the signature.BMP file to select it and click on “Open”.9. Your Signature will be stamped onto the document at the location that youselected.10. To adjust the size of your signature or move your signature to another location onthe page, click once on the “Select Annotation” tool to select it. Use your mouse todrag and drop your signature to the location of your choice.11. To return to the PaperPort Desktop, go to File > Exit. When asked if you want tosave changes, click on “Yes”.12. You have now stamped your signature onto a PDF or image file.13. After stamping your signature to the document, you can return to Tools >Options >Desktop tab and change the “Double-Click on Item” section back to “Open PDFitems in PDF Converter Professional”.572Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 39

Folder NotesFolder Notes allow you to automatically specify metadata (keywords, author, etc.) to all new PDF filesthat arrive via Image Retriever into a particular folder in PaperPort’s Folder View. If a PDF item is putinto a folder any other way, Folder Notes will note be applied to it. To add Folder Notes to a folder:1. In PaperPort’s Folder View, right click on a Folder and select“Folder Notes”.2. Add text to the Subject, Author, and/or Keywords fields.3. Click on “OK” to close the “Folder Notes” window.4. Now when Image Retriever delivers PDF files to that folder, theSubject, Author, and/or Keywords will be added to that PDF fileautomatically.2Changing Folder Colors in Folder ViewChanging the color of folders in PaperPort’s Folder View makes it easy for you to make frequently usedfolders stand out so you can access them quickly.1. From the PaperPort Desktop, in the “Folders”, right click on the folder.2. Select “Folder Color”.3. From the “Set Folder Color” window, select the color of your choice, then click on “OK”.4. The folder will now be displayed as a different color in the “Folders” Pane.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 40

All-in-One SearchWith PaperPort Professional 11, you can organize and index all of your scanned image files and text baseddocuments. Using PaperPort's All-in-One Search tool, finding the file that you need is as simple as knowing aword or phrase from the file for which you are searching. Documents and images must be added to the All-in-One Search Index before they can be searched upon.To Add One Document at a Time to the All-in-One Search Index:1. Right click on the image file you want to add to your PaperPort’s All-in-One Search index and select“Add to All-in-One Search” from the drop-down menu list.2. PaperPort will automatically add the text in the file to the PaperPort All-in-One Search database fortext files, image files, and PDF files.To Add All of the Documents and Images in a Folder to the All-in-One Search Index:Note: The first time that you update the All-in-One Search Index, it may take a long time tocomplete. All future updates will only documents and images that have been changed or editedsince the last index.• Right click on the folder you want to add to your PaperPort’s All-in-One Search index and select“Add to All-in-One Search” from the drop-down menu list.• PaperPort will automatically add the text in the file to the PaperPort All-in-One Search databasefor text files, image files, and PDF files. The length of time that it will take to complete the All-in-One Search Index depends on the number and size of the documents and images containedwithin that folder.To Add all of the Documents and Images in All of the Folders Displayed in PaperPort’s FolderView to the All-in-One Search Index:Note: The first time that you update theAll-in-One Search Index, it may take along time to complete. All futureupdates will only documents andimages that have been changed oredited since the last index.• Go to Tools > All-in-One Search…• Click on “Update Index”. PaperPort willautomatically add the text in the file tothe PaperPort All-in-One Searchdatabase for text files, image files, andPDF files. The length of time that it willtake to complete the All-in-One SearchIndex depends on the number and sizeof the documents and images containedwithin all of your folders.• As an alternative, you can click on“Index Manager” and use its tools toschedule an automatic update of yourAll-in-One Search Index. For moreinformation about the Index Manager,refer to the PaperPort Help menu.2 3Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 41

Searching for Documents and Images:1. To find files in any folder (local or network) mapped to your PaperPort Desktop, you need onlyknow a word or phrase contained within the file.2. Click on the “All-in-One Search” button on the PaperPort Command Bar to initiate a textsensitive or keyword search.3. In the “Containing indexed text” field, type in the word or phrase from the file for which youare searching. Ensure that the “Use All-in-One Index” and “Exact Match” options areselected.4. Then click on the “Search” button in the Search pane.5. All-in-One Search will search all documents and images that have been added to the All-in-One Search Index and will return to you a list, ranked by relevance, of all files containingyour search criteria.6. Double click on the file from the search results list and you will be taken to the thumbnailview of that file on your PaperPort Desktop.2345Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 42

Image Retriever SettingsImage Retriever Settings1. If Image Retriever is already running on your PC, you will see the Image Retriever icon inyour Systray in the lower right corner of your Windows Desktop near the clock.2. If it is not running on your PC, go to Start > All Programs > ScanSoft PaperPort 11 > ImageRetriever. The Image Retriever icon will appear in System Tray in the lower right corner ofyour Windows Desktop near the clock.Adjusting Image Retriever Settings1. Double click on the Image Retrievericon in the Systray. From the ImageRetriever Settings window, select thedesired settings for the ImageRetriever tool.2. From the Watch Settings, select ifyou would like Image Retriever tomonitor your email inbox, a networkfolder, or both.3. Select the interval with which youwould like Image Retriever tomonitor your selected folder.• As an alternative, you can select“Never” from the “Interval forChecking” drop-down menu.• If you select “Never, you canclick on the “Get Now” button tomanually retrieve your images.4. Select how you want PaperPort tobehave after documents areretrieved.5. Select OK to close the window.Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 43

Personalizing an EIP-enabled Xerox MFPScan to PC Desktop Professional adds the ability to completely personalize your scanning user interfacethrough the Image Retriever software utility at EIP-enabled Xerox MFPs and this scanning user interfaceis setup from your desktop PC.To configure your scanning user interface from your desktop PC:1. In the Systray in the lower right corner of yourWindows Desktop, right click on the Image Retrievericon and select “Settings”.2. In the “Image Retriever Settings” window, click onthe “Personalized MFP Scanning Wizard” button.3. You can select which of your PaperPort Foldersyou want to appear on your scanning userinterface. On the left side of this window, checkthe box next to the folders that you wantdisplayed.4. On the right side of the window, you can see apreview of how the folders will be displayed onthe scanning user interface at the Xerox device.From the “Device panel drop-down menu”, youcan select the type of Xerox MFP device that youhave in your office environment to see how yoursettings will look on different Xerox MFPs.5. Use the “Up” and “Down” buttons to control theorder that the folders will display. Click on the“Rename” button to change how the name of thefolder will be displayed on the scanning userinterface at the Xerox device.6. Click on “Next”.31425Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 44

7. On the left side of this window, check theOmniPage Workflows that you want to appearon the scanning user interface. (For moreinformation about creating OmniPageWorkflows, see the “Creating OmniPageWorkflows” section on Page 46 of this Guide.)8. On the right side of the window, you can see apreview of how the Workflows will be displayedon the scanning user interface at the Xeroxdevice. From the “Device panel drop-downmenu”, you can select the type of Xerox MFPdevice that you have in your office environmentto see how your settings will look on differentXerox MFPs.9. Use the “Up” and “Down” buttons to control theorder that the Workflows will display. Click onthe “Rename” button to change how the nameof the workflow will be displayed on thescanning user interface at the Xerox device.10. Click on “Next”.11. On the left side of this window, check thePaperPort Scanning Profiles that you want toappear on the scanning user interface. (Formore information about creating PaperPortScanning Profiles, see the “Creating PaperPortScanning Profiles” section on Page 48 of thisGuide.)12. On the right side of the window, you can see apreview of how the Profiles will be displayed onthe scanning user interface at the Xerox device.From the “Device panel drop-down menu”, youcan select the type of Xerox MFP device thatyou have in your office environment to see howyour settings will look on different Xerox MFPs.13. Use the “Up” and “Down” buttons to control theorder that the Workflows will display. Click onthe “Rename” button to change how the nameof the Profiles will be displayed on the scanninguser interface at the Xerox device.14. Click on “Finish”. Your customized scanninguser interface will now be available the nexttime that you log into your Xerox MFP. You canmake changes to your scanning user interfaceas often as you like by adjusting your settings inthe Personalized MFP Scanning Wizard fromyour desktop PC.11714812139Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 45

Creating OmniPage WorkflowsAn OmniPage Workflow consists of a series of OCR steps and their settings. OmniPage Workflows allowyou to handle recurring OCR and document conversion tasks more efficiently, because all the steps and theirsettings are pre-defined. Scan to PC Desktop Professional comes with some built-in OmniPage Workflowsthat automate many common tasks such as converting images or PDF files to Word or Excel.To create new workflows, use the Workflow Assistant by following these steps:1. Open OmniPage by going to Start > All Programs > ScanSoftOmniPage 16 > OmniPage Professional 16.2. Go to Process > Workflows > New Workflow.3. Click on “Fresh Start”.4. In the “Workflow name” window, type the name of yourworkflow and click on “Next”.5. On the left side of the window, you will see “Step 1 - LoadFiles”. Check the box for “Select files for loading each timethis workflow is started” and click on “Next”.6. At this time, you can select any options of your choice tocomplete your workflow. In this example, we will create aworkflow that takes a hard copy document that we scanned atthe Xerox MFP, OCRs it, saves it as a Word document,emails this Word document to our colleague John Smith andsaves a copy of the Word document into the My Documentsfolder on our desktop PC. On the left side of the window, youwill see “Step 2 – Recognize Images”. Select anyappropriate options for the language of the document.Otherwise, just click on “Next”.4356Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 46

7. On the left side of the window, you will see“Step 3 – Correct Recognition Res…”.Within that Step, click on “Click to changestep” and select “Send in Mail”.8. From the “File type” drop-down menu, select“Microsoft Word 2000, XP (*.doc)”.9. Click on “Email Properties”.10. If prompted, select your Profile Name.11. Check the option for “Auto-send”.12. In the “To” field, type the email address ofJohn Smith: john.smith@company.com andin the “Attachment name” field type“Contract for review.doc” and click on “OK”and then click on “Next”.13. On the left side of the window, you will see“Step 4 – Save”. From the “File type” dropdownmenu, select “Microsoft Word 2000,XP (*.doc)”.14. Click on “Specify Name and Location”.15. Browse to the “My Documents” folder and inthe “File Name” field, type Contract andclick on “OK”.16. Click on “Finish”.17. Exit out of OmniPage.18. You will now be able to select thisOmniPage Workflow and have it appear onyour scanning user interface at the XeroxMFP (see Step 7 on Page 45). In thisexample, when we select this OmniPageWorkflow from our scanning user interfaceat the Xerox MFP, the document will bescanned at the Xerox MFP, OCRed andconverted to a Word document, the Worddocument will be attached to an out-goingemail addressed to John Smith and a copyof the Word document will be saved to theMy Documents folder on our desktop PC.117121514Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 47

Creating PaperPort Scanning ProfilesA PaperPort Scanning Profile consists of a series of image settings. PaperPort Scanning Profiles allowyou to perform some automated image clean-up and image enhancement at the time of scan. Thisallows you to handle these recurring image corrections more efficiently because all the steps and theirsettings are pre-defined. Scan to PC Desktop Professional comes with some built-in PaperPort ScanningProfiles that automate many common tasks such as scanning in black-and-white, grayscale, or colordocuments, or scanning in color photos.To create a new PaperPort Scanning Profile:1. From the PaperPort Desktop, click on the“Scan or Get Photo” button on the PaperPortCommand Bar.2. In the “Scan or Get Photos” pane, click onthe “Select” button and the “AvailableScanners” window will appear.3. Click on “PaperPort Virtual PSP Scanner” toselect it. This selection allows you to createPaperPort Scanning Profiles that can beused by a networked MFP device.4. Click on “OK” to close the window.5. In this example, we will be creating a newPaperPort Scanning Profile for all of thedocuments that we are scanning from one ofour customers ABC Company. All of thedocuments from this company are skewed,all of the text in the document is a bit toolight to read clearly, and there are severalblank pages mixed into the documents, andwe do not want to retain those blank pages.6. From the “Scan or Get Photo” pane, click on“New”.7. In the “Profile name” field, type in the nameof the scanning profile and click on“Continue”.6137Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 48

88. Click on the “SET” tab.9. In this example, we want to select “Autostraighten”to correct the skewed documents,we want to select “Auto-enhance” to have thedocuments made darker, and we want toselect “Delete Blank Pages” to remove anyblank pages from being saved in our finalscanned image.10. Select the “Output” tab to name the documentand select the File Type for the scanneddocument. Select the “Scan” tab to select theresolution of the scanned image. Please notethat any settings selected on the “Output” or“Scan” tabs will replace settings that wereselected at the Xerox device. For example, ifyou have set the Xerox device to scan as aTIF image file, but in the File Type menu onthe “Output” tab you have selected “PDFImage”, the file will be saved to yourPaperPort Desktop as a PDF image file.11. Click on “OK” to close the window.12. You will now be able to select this PaperPortScanning Profile and have it appear on yourscanning user interface at the Xerox MFP(see Step 11 on Page 45). In this example,when you select this PaperPort ScanningProfile from your scanning user interface atthe Xerox MFP, the document will be scannedat the Xerox MFP, it will be straightened, it willbe made darker, and the blank pages withinthe document will be deleted before thisscanned image is delivered to the PaperPortDesktop.910Xerox Corporation – Scan to PC Desktop Professional 10 – Customer Orientation Guide 49